Research Project on GIS Mapping of various
activities such as EMRS, ASHRAM SCHOOLS,
HOSTELS, location of ITDAs, Micro Projects,
MADA Pockets, Forest Covers, Mineral deposits,
TSP Areas, Location of Tribal Migration pockets
(Layering various components/activities in TSP
Areas for better appreciation of existing gaps in TSP
Areas of the State)
Scheduled Castes & Scheduled Tribes Research and Training Institute, CRP Square, Near CRP Fire Station Road, Unit - VIII, Bhubaneswar, Odisha 751012
1
CONTENTS
1. Introduction .............................................................................................................. 0
1.1 Background ............................................................................................................................. 0
1.2 Objective ................................................................................................................................. 0
2. Scope of Work ........................................................................................................... 1
3. Eligibility Criteria ....................................................................................................... 5
4. Instruction to Bidders ................................................................................................ 6
4.1 General Instruction for preparation of Bid Document ............................................................ 6
4.1.1 Consortium bidding not permitted .................................................................................. 6
4.1.2 Cost incurred for preparation of Tender Document ........................................................ 6
4.1.3 Cost of RFP Document ................................................................................................... 6
4.1.4 Bid Security/ EMD.......................................................................................................... 6
4.1.5 Language of Bid document ............................................................................................. 6
4.1.6 Bid Currency ................................................................................................................... 7
4.1.7 Proposal Validity............................................................................................................. 7
4.2 Document Comprising the Technical Bid document .............................................................. 7
4.3 Price Bid.................................................................................................................................. 7
4.4 Sealing and Marking of the Bid .............................................................................................. 8
4.5 Bid Submission ....................................................................................................................... 8
4.6 Opening of Technical Bid Document ..................................................................................... 8
4.7 Evaluation of Technical Bid ................................................................................................... 8
4.8 Evaluation of Price Bid ......................................................................................................... 10
4.9 Award of Contract ................................................................................................................. 11
5. General Condition of the Contract ............................................................................ 12
5.1 Bid Validity Period ............................................................................................................... 12
5.2 Corrupt/ Fraudulent Practices ............................................................................................... 12
5.3 Right to Accept/ Reject the Bid ............................................................................................ 12
5.4 Late Bids ............................................................................................................................... 12
6. Special Condition of the Contract ............................................................................. 13
6.1 Award of Work ..................................................................................................................... 13
6.2 Performance Bank Guarantee ............................................................................................... 13
6.3 Extension of Time ................................................................................................................. 13
6.4 Non-Transferrable ................................................................................................................. 13
6.5 Confidentiality ...................................................................................................................... 13
6.6 Taxes & Duties ..................................................................................................................... 13
6.7 Copyright .............................................................................................................................. 14
6.8 Liquidated Damages ............................................................................................................. 14
6.9 Suspension of Work .............................................................................................................. 14
6.10 Insurance ............................................................................................................................... 14
6.11 Entire Contract ...................................................................................................................... 14
6.12 Disputes & Arbitrations ........................................................................................................ 14
6.13 Governing Laws .................................................................................................................... 15
6.14 Force Majeure ....................................................................................................................... 15
7. Bid Submission Formats ........................................................................................... 16
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TENDER NOTICE
Scheduled Castes & Scheduled Tribes Research and Training Institute, Govt. of
Odisha invites sealed tender from competent agencies having prior experience in
administrative infrastructure mapping and development of Web based GIS
application. Interested agencies may obtain the Tender application Form from the
office of Scheduled Castes & Scheduled Tribes Research and Training Institute,
CRP Square, Near CRP Fire Station Road, Unit - VIII, Bhubaneswar, Odisha
751012, on payment of application fee of Rs.1,000/- (Rupees One thousand only) in
shape of bank draft in favor of Director, Scheduled Castes & Scheduled Tribes
Research and Training Institute payable at Bhubaneswar and submit their tenders
along with the supporting documents in the prescribed format to the undersigned as
per the dates mentioned in the Tender Document.
Sd/-
Director & Special Secretary to Govt.
Scheduled Caste & Scheduled Tribe Research
& Training Institute, Bhubaneswar
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Bid Data Sheet
Date of publication request for
proposal
04.10.2018
Bid validity period 90 days from the date of opening of
Price -bid
Last Date & Time of submission of bid 22.10.2018
Date & Time of opening of the
Technical bids
25.10.2018
Date & Time of Technical
presentation
26.10.2018
Date & Time of opening of the price l
bids
27.10.2018
Address for submission of the bid
documents
Scheduled Castes & Sch. Tribes
Research & Training Institute, CRP
Square, Bhubaneswar-3
Odisha
1. Introduction
1.1 Background
The state of Odisha has high concentration of Scheduled Tribe & Scheduled Caste
population. The state Govt. has implemented a number of welfare & development programs
for socio-economic development of Scheduled Tribe & Scheduled Caste population. The
state Govt. in the “Scheduled Tribe/ Scheduled Caste development, Minorities and Other
backward Class Department” has adopted Tribal Sub Plan (TSP) Block approach to facilitate
integrated development of the areas with higher Scheduled Tribe & Scheduled Caste
population through implementation of developmental programs and schemes. It has been
decided to develop and implement a Web based Geographical Information System (GIS) to
monitor, report & evaluate the implementation of such programs and schemes on continuous
basis to for better management of the development programs and aiming at benefit of the
Schedules Caste & Scheduled Tribe Population.
1.2 Objective
The proposed system is envisaged to achieve the following objectives
i) Data collection from the Districts for all TSP Blocks in Odisha
ii) Development of Comprehensive GIS database for Scheduled Tribe & Scheduled
Caste related development interventions and infrastructures for all Tribal Sub Plan
(TSP) Blocks in Odisha
iii) Development of Web GIS based Application Software to cater to the GIS and MIS
information needs, Query and Reporting to support in management, monitoring,
planning & decision support (DSS) System
iv) Development of Soft Atlas for all TSP Blocks in Odisha
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2. Scope of Work
a) System Study & Analysis:
The selected bidder shall conduct a thorough System Study to understand the
Information Requirement at all work flow levels. The bidder shall provide detailed
plan of the system study comprising of Approach for System Study involving
appropriate methodology, questionnaires, data formats to facilitate fruitful capture of
the necessary system requirements. The bidder shall submit a detailed requirement
specification document for the purpose with all necessary inputs for approval of the
designated committee.
b) System Design
The selected bidder shall prepare detailed design and prototype of the proposed
system for demonstration before the committee members. The System design shall
include system architecture, description of the technical details such as the database
design, application design, security aspects, storage aspects, modules, reports, maps,
security provisions etc.
c) GIS database Design
The selected bidder shall prepare detailed design specification for development of the
Geodatabase. The design shall be well documented in a data model specifying the
spatial feature, non-spatial data attributes and the and prototype of the proposed
system for demonstration before the committee members. The geodatabase design
must be compliant with the system architecture, application design, data security/
integrity aspects, storage aspects, modules, reports, maps, security provisions etc.
d) Web GIS application software Design
Application Design shall define the application Subsystems, Modules and Functions
to be incorporated into the proposed Web based GIS in TSP areas of Odisha. The
application design shall also represent the Module Relationships, Module Inter
Dependency and definition of input/output/in-out parameters for each of the
application modules/ functions. The Application Design shall involve detailed design
specifications on User Interface to facilitate design/ development of easy-to-use
application interface with contextual support mechanism to carryout hassle-free user
experience and system operations. The Application Software Design specifications
shall be presented before the committee for appreciations on the application structure
and design parameters.
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e) System Security Design
Restrict Unauthorized Access to Database and Application: The system shall facilitate
implementation of User Authentication & Authorization through use of User Role
(bundle of System Privileges) & User-id/Password based access method to facilitate
access the Application components. Indicative security measures are indicated as
follows. Bidders shall propose detailed security measures in their proposal.
a. Data Backup: The System shall facilitate appropriate Data backup procedures
as in-built application function to facilitate backup of data to the external
storage device and restoration with minimum downtime. The backup program
shall be designed to facilitate Automatic Backup as well as on Demand backup
to be invoked by the system administrator.
b. Confidentiality of data/ information with appropriate security model: The
System shall facilitate data security through implementation of Database level
Authentication, Data Encryption/ Decryption hashing techniques so as to
prevent unauthorized access and stealing of data from the system. The data
communication between the server and the client computer system shall be
protected through implementation of the Secured Socket Layer (SSL).
c. Implementation of Security Policy with appropriate Guidelines: The system
shall be designed to implement “System Enforced Security Policies” in line
with the system objectives to prevent security lapses to the system and the
data.
f) System Acceptance Criteria
The bidder shall submit Acceptance Criteria (UAC) document before application
development to ensure that the developed system functions as per the specifications/
criteria mentioned in the UAC document.
g) Data Collection
Data related to the Tribal Sub Plan Blocks, available Infrastructure (Healthcare,
Education, AWC etc.) & interventions shall be collected by the selected bidder from
different sources such as of office of the Schedules Caste & Scheduled Tribe
Research & Training Institute and respective districts/ block offices with active
support from the Schedules Caste & Scheduled Tribe Research & Training Institute.
Bidder shall scrutinize and validate the data to ensure data sanctity. Bidder shall
codify each data element. The codification methodology shall be implemented after
due consultation with the client.
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h) Development of Geodatabase
Bidder shall develop the Geo-database as per the approved data model developed in
the Design phase. The bidder shall be responsible for input/ migration,
implementation of data security, database performance optimization etc. The bidder
shall propose their own methodology and structure for the database.
i) Development of Web based GIS Application
Bidders shall propose the Application Software development process to ensure error-
free and robust application development as per the approved requirement
specifications. The bidder shall explicitly define the application methodology,
software development life cycle, application features & functionalities, change
management to ensure development of most appropriate software solution.
j) Development of Mobile Application
The Bidders shall provide details of the mobile application platform and most
relevant application feature & functionality aligned with the proposed solution.
k) Testing of the Geodatabase & Web based GIS Application
The Bidders shall provide detail methodology for testing of the Web GIS
application including the system testing and user acceptance testing, to ensure
completeness & correctness and alignment with the user requirements/
requirement specifications. The indicative testing procedure must include unit
testing, integration testing, performance testing and security testing.
l) Deployment and Go-live of the Web based GIS Application
The bidder shall be responsible for deployment of the developed system
including Configuration of the Hardware Infrastructure, Configuration of the
Platform Software (Operating System, RDBMS, GIS etc.), Configuration of the
Geo-database on the RDBMS Platform Software, Initialization & Tuning of the
Geo-database. The bidder shall describe detailed approach & methodology for
deployment ad go-live of the system.
m) Deliverable
The Bidder shall be responsible for generation of submission of the following
deliverables
System Requirement Specification & Design Specification Document
User Acceptance Criteria Document
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Application Software of Web based GIS in TSP Areas of Odisha
(Infrastructure & Other Interventions)
Geodatabase for this GIS application
User Acceptance Test Report
User Manual
Operation Handbook
Training Material
Web hosting, Warranty & Maintenance of the System for a period of 12
months from the date of Go-live
n) User Training
The bidder shall conduct training program for select officials including provision of
the training materials. The bidder shall propose the detailed approach & methodology
for execution of training program.
o) Warranty & Maintenance
The Bidder shall provide warranty & free of cost maintenance of the Developed
System for a period of 12 months from the date of deployment of the system. The
maintenance shall include rectification of bugs, if any, periodic update of the
database, assistance to the designated officials as and when required, incorporation of
minor change request within ambit of scope of work.
p) Timeline:
Time is the essence of this assignment. Bidder must complete the assignment in all
respect within 6 months from the date of issue of the work order. The Bidder shall
propose the detailed breakup of the timeline in their proposal.
q) Terms of Payment:
10% on submission of system requirement specification with user acceptance
criteria
30% on submission of TSP Area Geo-database for the TSP Blocks
40% on hosting and commissioning of the WebGIS Application
20% on completion of User Training
r) Annual Maintenance after Warranty Period
The selected bidder will provide annual support & maintenance including hosting and
maintenance of the Web based GIS beyond the 1 (one) year warranty period. This is
extendable subject to mutual agreement of terms between office of the Scheduled
Caste and Scheduled Tribe Training & Research Institute, Bhubaneswar, Odisha and
the selected bidder.
N.B: The information on data/ attributes etc. provided above are only indicative in nature, to give
an idea of the type of information to be reflected in GIS. However, the bidders are required to
elaborate details in their proposal.
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3. Eligibility Criteria
The bidders must meet the following eligibility criteria for evaluation of their bids. Bids not
meeting the following eligibility criteria shall not be considered for further evaluation and
shall be rejected.
a. This RFP is open to local IT enterprises only, as per Odisha IT Policy 2014 (clause
5.5.2). Bidder will submit address of its registered office in Odisha, and having more
than 50% of its executive employees as domiciles of Odisha as a proof of being a
local enterprise in Odisha as per provisions of Odisha IT Policy 2014 (clause
6.19). Copies of organization’s registration/ incorporation document, DIC registration
(if available) along with a declaration (Form 3) on total no of executive employees
and number of employees of Odisha domicile, by Head of the Organisation
(CEO/MD/ Partner) participating in the bid is to be submitted as supporting.
b. Bidder shall submit copy of the money receipt in support of deposit of cost of
RFP amounting Rs.1,000/- (Rupees one thousand only) at the time of purchase of RFP
document or submit RFP fee of Rs.1,000/- (Rupees one thousand only) in shape of
Bank Demand Draft drawn in favour of “Director, Scheduled Castes & Scheduled
Tribes Research and Training Institute” payable at Bhubaneswar, in case the RFP
has been downloaded from the internet.
c. Bidder shall submit EMD as 1% of the quoted amount in their price bid, in shape of
Bank Demand Draft drawn in favour of “Director, Scheduled Castes & Scheduled
Tribes Research and Training Institute” payable at Bhubaneswar
d. The bidder should be in the field of GIS/ IT services for at least 5 years as on date of
submission of the bid. Copy of the work order on GIS/ IT services issued 5 years prior
to the date of submission of bid is to be submitted as supporting.
e. Bidder should have completed at least one GIS/ MIS work of value more than Rs.50.0 lakhs in Odisha in last 5 years. Copy of work order and completion certificate to be submitted as supporting.
f. Bidder should have minimum average Annual Turnover of Rs.2.0 crore (Rupees Two
Crore) during the last 3 financial years. Copies of audited balance sheet along with
auditor certified turnover certificate for financial years 2014-15, 2015-16 and 2016-17
to be submitted as supporting.
g. Bidder shall submit copy of GST Registration certificate issued in Odisha
h. Bidder shall submit copy of PAN card with copy of IT return for financial year 2016-
17
i. Bidder shall submit copy of Provident Fund registration certificate with up to date
return
j. Bidder to submit copy of ESI registration certificate with copy of up to date return
k. The Bidder should not be under a declaration of ineligibility for corrupt and fraudulent
practices nor should have been blacklisted by any Govt. or Govt. undertaking
organizations at the time of submission of the bid. Bidder to submit a Self-declaration
certificate, signed by the authorized signatory.
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4. Instruction to Bidders
4.1 General Instruction for preparation of Bid Document
4.1.1 Consortium bidding not permitted
Consortium bidding is permitted. Bidding organization shall be solely required to meet
all the eligibility criteria and shall be evaluated for technical competency.
4.1.2 Cost incurred for preparation of Tender Document
The Bidder shall bear all costs associated with the preparation and submission of the.
4.1.3 Cost of RFP Document
The RFP document can be obtained from office of the Director, Scheduled Castes &
Scheduled Tribes Research and Training Institute, Bhubaneswar on payment of a
non-refundable RFP fee of Rs.1,000/- (Rupees One thousand only) in the form of a
Bank Demand Draft from any scheduled commercial bank drawn in favor of “The
Director, Scheduled Castes & Scheduled Tribes Research and Training Institute,
Bhubaneswar” payable at Bhubaneswar. Alternatively, the RFP document can be
downloaded from www.scstdepartment.org. For RFP document downloaded from
internet, the proposal should be submitted along with the non-refundable RFP fee of
Rs.1,000/- (Rupees one thousand only) in the form of a Bank Demand Draft from any
scheduled commercial bank drawn in favor of “The Director, Scheduled Castes &
Scheduled Tribes Research and Training Institute, Bhubaneswar” payable at
Bhubaneswar. Bids received without such fee will be rejected.
4.1.4 Bid Security/ EMD
The Bid document must be accompanied by an Earnest Money Deposit (EMD) of
1% of quoted amount in the form of a Demand Draft from any scheduled
commercial bank drawn in favor of “The Director, Scheduled Castes &
Scheduled Tribes Research and Training Institute, Bhubaneswar” payable at
Bhubaneswar. Bids submitted without EMD will be rejected.
The EMD, of successful bidder would be returned upon submission of Performance
Bank Guarantee of appropriate amount as specified in this RFP document.
EMD of all unsuccessful bidders would be refunded within 2 months of the bidder
being notified as being unsuccessful. The EMD amount is interest free and will be
refundable to the unsuccessful bidders without any accrued interest on it.
4.1.5 Language of Bid document
The proposal prepared by the bidder, as well as all correspondence and documents
relating to the tender shall be in English.
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4.1.6 Bid Currency
Prices for services offered shall be quoted in Indian National Rupees (INR) only.
4.1.7 Proposal Validity
The bid shall remain valid for 90 days from the date of opening of the Price Bid.
4.2 Document Comprising the Technical Bid document
The technical bid document of the bidder should contain the RFP Cost, EMD and documents
in support of their eligibility, capabilities and experiences as required for the project,
including information and declarations in duly filled-in Forms as per following:
Form 1: Covering letter
Form 2: Letter of Authorization
Form 3: Organization details
Form 4: Declaration as Local Enterprise
Form 5: Auditor certified Annual Turnover and Net-worth statement
Form 6: Details of GIS/ MIS professionals available with the organization
Form 7: Important GIS project experiences in past 5 years
Form 8: Important MIS/ GIS project experiences in Odisha in past 5 years
Form 9: Important Project experiences in Web based GIS applications in past 5 years
Form 10: Technical Solution (Methodology and Work plan)
Form 11: Price Bid Format
4.3 Price Bid
The bidder shall not include any technical information in the Price Bid. The Price Bid must
be completed in all respect and conform to the Price Bid Format specified in this RFP
document.
Price Bids with incomplete information and/ or not conforming to the specified format
shall be summarily rejected.
Prices shall be quoted entirely in Indian Rupees (INR) and must be arrived at after
including all expenses, rates, and applicable taxes, excluding GST.
Conditional Price Bids shall be summarily rejected
8
4.4 Sealing and Marking of the Bid
Both the Technical Bid and the Price Bid shall be enclosed in separate sealed envelopes. The
Technical Bid envelope shall be super scribed with “TECHNICAL BID”. The Price Bid
envelope shall be super scribed with “PRICE BID (NOT TO BE OPENED WITH THE
TECHNICAL BID)”. Both the Technical bid and the Price Bid envelopes shall be enclosed
in an outer sealed envelope super scribed with “BID DOCUMENT FOR DEVELOPMENT
OF WEB BASED GIS IN TRIBAL SUB PLAN AREAS OF ODISHA
(INFRASTRUCTURE & OTHER INTERVENTIONS)” and addressed to The Director,
Scheduled Castes & Scheduled Tribes Research and Training Institute, Bhubaneswar,
Odisha”.
4.5 Bid Submission
The bid document including all supporting and attachments are to be signed with
organization seal on each page by the person authorized to submit the bid on behalf of the
organisation. The Bid document complete in all respect should be submitted to the addressee
on or before the last date and time of submission of the bid mentioned in the Bid Data Sheet.
Bids received after the due date and time (including the extended period if any) for
any reason whatsoever, shall not be entertained and shall be summarily rejected.
The bids submitted by telex/telegram/fax/e-mail etc. shall not be considered. No
correspondence will be entertained on this matter.
Office of the Scheduled Castes & Scheduled Tribes Research and Training Institute,
Bhubaneswar shall not be responsible for any postal delay or non-receipt/ non-
delivery of the documents. No further correspondence on the subject will be
entertained.
Director, Scheduled Castes & Scheduled Tribes Research and Training Institute reserves the
Right to accept or reject any proposal, and to annul the tendering process and reject all
proposals at any time prior to the award of the contract.
4.6 Opening of Technical Bid Document
The Technical Bid document shall be opened as per the Date and Time specified in the bid
data sheet or the date specified through advance notice. The authorized representatives of the
bidders may be present during the bid opening process. The technical bid document of each
bidder shall be opened to record the submission of tender document cost and the EMD as
specified in the Bid Data Sheet. Bids without valid Tender Cost and/ or EMD shall be
rejected summarily. The Price Bid for such bids shall remain unopened and intact.
4.7 Evaluation of Technical Bid
The Technical Bid document along with the supporting documents submitted by the bidder
shall be scrutinized on the basis of the Eligibility Criteria as specified in this RFP document.
The Technical bids not satisfying the eligibility criteria shall be rejected and shall not be
considered for further evaluation. The technical Bids satisfying the eligibility criteria shall be
considered for Technical Bid Evaluation as per the Technical Evaluation criteria as specified
9
in this RFP document and shall be assigned with the marks. Technical Evaluation procedure
shall also involve detailed Technical Presentation by the Bidder. The technical Bid evaluation
Criteria is specified in the following table.
(Technical Bid Evaluation Criteria)
Sl. Parameter Max
Score Supporting
document to be
submitted by
the bidder
Scoring Criteria
1 Quality
Certification:
The bidder should
have valid SEI-
CMM, ISO
9001:2008
certification for GIS,
ISO 27001 Security
certificate
10 Valid ISO 9001,
27001, SEI-
CMM Quality
Certificate
One or More of following Certificates (subject to maximum 10 marks)
SEI-CMM level 3: 10 marks
ISO 9001:2008 for GIS: 5 marks
ISO 27001: 5 marks
2 Average Annual
Turnover in last 3
financial years
(2014-15, 2015-16,
2016-17)
10 Copies of
Audited
balance sheet
with original
auditor
certified
turnover
statement
(Form 5)
More than Rs.6.0 crore: 10 marks
Between Rs. 4 to 6 crore: 5 marks
Between Rs. 1 to 4 crore: 2 marks
Less than Rs.1 crore: 0 marks
4 Net worth as on 31-
March-2017 10 Original
auditor
certified Net
worth
certificate
(Form 5)
More than Rs.5.0 crore: 10 marks
Between Rs. 3 to 5 crore: 5 marks
Between Rs. 1 to 3 crore: 2 marks
Less than Rs.1 crore: 0 marks 5 Availability of Local
Human resources in
GIS/ MIS
10 List of GIS/ MIS
professionals (Form 6) with supporting
PF statement
More than 15 professionals: 10 marks
10-15 professionals: 5 marks
less than 10 professionals: 0 mark
6 Top 5 important GIS
Project experiences
(project value more
than Rs.50 lakhs
each) in last 5 years
as date of
submission of Bid
10 List of top 5
important GIS
Project
experiences
(Form 7) with
supporting
work order
Sum total value of top 5 GIS projects in last 5 years
More than Rs.3 crore: 10 marks
Between Rs. 2.5 to 3 crore: 5 marks
Less than Rs.2.5 crore: 0 marks
7 Top 5 important GIS/ MIS Project experiences (project value more than Rs.50 lakhs each) in last 5 years in Odisha as on date of submission of Bid
10 List of top 5 important GIS/ MIS Project experiences in Odisha (Form 8) with supporting work order
Sum total value of top 5 GIS/MIS
projects in Odisha executed in last 5
years:
More than Rs.3 crore: 10 marks
Between Rs. 2.5 to 3 crore: 5 marks
Less than Rs.2.5 crore: 0 marks
10
7 No of WebGIS project experience for value more than 50 lakh
10 List of WebGIS project experience for value more than 50 lakh as (Form 9) with supporting work order
3 or more projects: 10 marks
2 projects: 5 marks
1 project: 2 marks No projects: 0 marks
Sub-total (A) 70
8 Technical Solution Presentation with Prototype Demonstration
30 Methodology, Plan (Form 10) and Prototype demonstration of similar assignments on WebGIS platform
Sub-total (B) 30
TOTAL (A+B) 100
The bidders scoring minimum 50 marks out of 70 marks (Subtotal-A) shall only be called for
Technical Solution Presentation. The Technical solution shall be marked out of 30 marks
(Subtotal-B). The bidders scoring minimum 70 marks out of 100 marks (Total A+B) in the
Technical Evaluation shall be declared as the Technically Qualified bidder.
The marks secured by the Technically Qualified bidder shall be considered as the Technical
Score (TS). The Technical Score (TS) of the Technically Qualified bidder shall be weighted
on a scale of 70.
4.8 Evaluation of Price Bid
The Price Bids shall be opened only for the Technically Qualified bidders. The date, time and
venue of the Price Bid opening shall be intimated to all the technically qualified bidders in
advance. The authorized representatives of the technically qualified bidders may be present
during the Price Bid opening. The Price Bids shall be scrutinized for their conformity to the
specified formats, seal and authorized signature of the bidder. Price Bids that are illegible, not
conforming to the specified formats or without the seal and signature, with arithmetic errors,
with mismatching “figure” and “words” value(s) shall be summarily rejected. Price Bids with
abysmally low price quotation shall be rejected. The valid Price Bids shall be considered for
further evaluation in Quality Cost Based Selection (QCBS) method.
The Bidder with the lowest financial quote shall be awarded 100 marks. Scores of the Price
Bid evaluation would be weighed on a scale of 30. The score obtained by the bidders in the
Price Bid evaluation shall be considered as Financial Score (FS). The Financial Score of the
other Technically Qualified bidders shall be computed as per the following formula
FS = 100 x (Fmin / Fb)
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Where, FS = Financial Score for the bidder under consideration
Fmin = minimum price quoted by any bidder
Fb = price quoted by the bidder under consideration.
The Technical Score (TS) and the Financial Score (FS) secured by each bidder shall be
subjected to the Weightage WT = 0.70 (the weight given to the technical bid); WF = 0.30 (the
weight given to the Price Bid). The combined technical and financial score (S) for the bidder
shall be computed as per the following formula.
S = (TS x 0.7) + (FS x 0.3)
4.9 Award of Contract
The bidder securing the highest combined score (S) shall be treated as the successful bidder
and shall be considered for award of the contract.
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5. General Condition of the Contract
5.1 Bid Validity Period
The Bid submitted by the bidder shall remain valid for 90 days from the date of opening of
the Bid. Bids with validity period less than 90 days shall be treated as non-responsive and
shall be rejected.
5.2 Corrupt/ Fraudulent Practices
The Bidder is expected to observe highest standards of ethics during the procurement and
execution of the assignment. In pursuance of this policy, the tenderer defines the terms set
forth as follows:- “Corrupt Practice” means the offering, giving, receiving or soliciting of
anything of value to influence the action of the public official in the procurement process or
in contract execution; and “Fraudulent Practice” means a misrepresentation of facts, in order
to influence a procurement process or execution of a contract to the detriment of the Client,
and includes collusive practice among Bidders (prior to or after bid submission), designed to
establish bid prices at artificial non-competitive levels and to deprive the Client of the
benefits of the free and open competition.
In case the Bidder is found to be engaged in Corrupt/ Fraudulent practices before the contract
award or after award of the contract, such bidder shall be declared ineligible and his/ her bid
shall be rejected and the contract shall be terminated as the case may be.
5.3 Right to Accept/ Reject the Bid
Notwithstanding anything contained herein, office of the Director, Scheduled Castes &
Scheduled Tribes Research and Training Institute, Bhubaneswar, Odisha reserves the Right to
reject any or all Bids without showing any reason thereof.
5.4 Late Bids
Bids received after the specified last Date and Time of receipt (including any extension of
time for submission of bid thereof) for whatsoever reason, shall be rejected summarily. No
further communications in this regard shall be entertained.
13
6. Special Condition of the Contract
6.1 Award of Work
Notwithstanding anything contrary to the provisions in this RFP document, the department
reserves the right to accept or reject any proposal or to annul the process fully or partially, or
modify the same and to reject any/all proposals at any time prior to the award of work,
without incurring any liabilities in this regard and without assigning any reason thereof. The
tenderer reserves the right at the time of Contract award or during the execution of contract to
increase or decrease the quantity of work allotted to the selected Bidder.
6.2 Performance Bank Guarantee
The selected bidder shall be required to submit a Performance Bank Guarantee for an amount
equal to 10% of the total Contract Value valid till end of one year warranty. The selected
bidder shall furnish the Performance Bank Guarantee within one month of issue of the work
order. The Performance Bank Guarantee shall be held free of interest as security for due
performance as per obligations under the contract. The Performance Bank Guarantee shall be
released after successful completion of the Warranty Period.
6.3 Extension of Time
The date of completion of the contract may be extended due to force majeure or events
beyond control of the selected bidder. In such case, the bidder shall be obliged to submit a
claim for extension of time with due justification. The decision of the office of the Director,
Scheduled Castes & Scheduled Tribes Research and Training Institute, Bhubaneswar, Odisha
shall be binding on the bidder. Necessary amendment to the contract in accordance with the
granted time extension will be done. Liquidated Damage shall not be applicable for the
officially extended time period.
6.4 Non-Transferrable
The selected bidder shall not transfer any interest, rights, benefits or obligations under the
contract without the prior written permission from the authorized officer of the department.
6.5 Confidentiality
The selected bidder shall not use the Confidential Information provided by the office of the
Director, Scheduled Castes & Scheduled Tribes Research and Training Institute, except for
the purpose of providing the service as specified under this contract. The selected bidder shall
sign a Non-Disclosure Agreement (NDA) with the department to this effect. The selected
bidder will be held responsible for any breach of the NDA by its persons and shall be
responsible for legal consequences.
6.6 Taxes & Duties
All Taxes and duties payable in respect of execution of the contract except the GST, shall be
borne by the bidder. GST shall be reimbursed by office of the Director, Scheduled Castes &
Scheduled Tribes Research and Training Institute, on submission of valid documents.
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6.7 Copyright
The copyrights in all maps, documents and other materials containing data and information
including plan/ design/ specifications/ database/ application software furnished by the
selected bidder to the department shall remain as Intellectual Property of the office of the
Director, Scheduled Castes & Scheduled Tribes Research and Training Institute.
6.8 Liquidated Damages
In case the selected bidder fails to attain Completion of the work within the scheduled time
for Completion or any extension thereof due to reasons attributable to the selected bidder, the
department shall recover the amount of Liquidated Damages, by making deductions from the
Contractor’s account or by encashment of Consultant’s Bank Guarantees at the rate of 0.5%
of the Contract Price plus escalation, if any, excluding taxes & duties per month of delay up
to a maximum of 5% of the Contract value, excluding taxes & duties.
However, the payment of liquidated damages shall not in any way relieve the selected bidder
from any of its obligations to complete the Work or from any other obligations and liabilities
of the Consultant under the Contract.
6.9 Suspension of Work
The department may, by notice to the selected bidder, order the selected bidder to suspend
Work of any or all of its obligations under the Contract. Such notice shall specify the
obligation of which performance is to be suspended, the Effective Date of the suspension and
the reasons therefore. The selected bidder shall thereupon suspend work of such obligation
(except those obligations necessary for the care or preservation of the Work) until ordered in
writing to resume such performance by tenderer.
6.10 Insurance
The selected bidder shall, at his own expense, arrange appropriate comprehensive insurance
to cover all risks assumed by the vendor under this contract in respect of its personnel
deputed under this contract as well as computers and peripherals etc, belongings of the
selected bidder or their personnel during the entire period of their engagement in connection
with this contract, the department will have no liability on this account.
6.11 Entire Contract
The terms and conditions laid down in this document and all annexure thereto as also the
forms and any attachment shall be read in consonance as an integral part of this contract.
6.12 Disputes & Arbitrations
All disputes arising out of the contract shall be amicably settled by both parties. In the
unfortunate event of any dispute or differences, breach and violation relating to the terms of
this agreement, the said dispute or difference shall be referred to the sole arbitration of the
Arbitrator appointed by office of the Director, Scheduled Castes & Scheduled Tribes
Research and Training Institute, for the purpose. The award of the arbitrator shall be final and
binding on both the parties. The adjudication of arbitrator shall be governed by the provision
15
of the Arbitration and Conciliation Act, 1996, or any statutory modification or reenactment
thereof or any rules made thereof. All legal disputes are subject to the jurisdiction of courts in
Bhubaneswar.
6.13 Governing Laws
The contract between office of the Director, Scheduled Castes & Scheduled Tribes Research
and Training Institute and the selected bidder shall be governed by and interpreted in
accordance with the laws for the time being in force in the state of Odisha. The courts at
Bhubaneswar shall have exclusive jurisdiction in all matters arising under the contract.
6.14 Force Majeure
Neither party shall be liable to the other for any loss or damage occasioned by or arising out
of acts of God such as unprecedented flood, volcanic eruption, earthquake or other
convulsion of nature and other acts such as but not restricted to invasion, the act of foreign
countries, hostilities, or war-like operations before or after declaration of war, rebellion,
military power which prevent performance of the contract and which could not be foreseen or
avoided by a prudent person.
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7. Bid Submission Formats
Form-1: Covering Letter (to be submitted on company letter head)
Ref: Date:
To
The Director
Scheduled Castes & Scheduled Tribes Research and Training Institute,
Bhubaneswar, Odisha
Sub: Development of Web based GIS in Tribal Sub Plan Areas of Odisha (Infrastructure &
Other Interventions) for Scheduled Castes & Scheduled Tribes Research and Training
Institute, Bhubaneswar, Odisha
Dear Sir,
With reference to your RFP Notice No. __________________ dated ________________
published on the website for the above mentioned subject, we are pleased to submit our Bid
along with all supporting documents, requisite Tender Document Cost and EMD for your
evaluation.
We understand that, if any information submitted in our bid document including the
supporting documents is/ are found incorrect/ unverifiable or both, our bid will be rejected
without any reference to us. We further understand that the department is not obliged to
accept our bid or inform us the reason for rejection of our bid.
We further unconditionally accept all the Terms & Conditions mentioned in the above
referenced RFP document. Deviations if any, to the Terms & Conditions mentioned in the
above referenced RFP document reflect in our Bid shall liable our Bid document to be
summarily rejected without any reference to us.
Yours Sincerely,
<Signature of Authorised Signatory>
Name: Designation:
Contact No.:
Address:
17
Form-2: Letter of Authorization (to be submitted on company letter head)
Ref: Date:
To
The Director
Scheduled Castes & Scheduled Tribes Research and Training Institute,
Bhubaneswar, Odisha
Sub: Development of Web based GIS in Tribal Sub Plan Areas of Odisha (Infrastructure &
Other Interventions) for Scheduled Castes & Scheduled Tribes Research and Training
Institute, Bhubaneswar, Odisha
Dear Sir,
With reference to your RFP Notice No. __________________ dated ________________, we
hereby authorize Mr/Ms <name>, <designation> of our organization whose signature is
attested below, as our authorized representative to sign the bid documents including all
documents in support of our bid on our behalf.
We hereby agree to ratify the acts, deeds and things lawfully done by our aforesaid
representative shall and shall always be deemed to have been done by us and accordingly
binding on us
________________________________________________
(Signature of Authorized Representative)
Yours Sincerely,
________________________________________________
(Signature)
Name:
(Designation/ Head of the Organization)
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Form-3: Organization Details (to be submitted on company letter head)
Name of the Organization
Year of Establishment
Address of Registered office
Location of works (address)
Telephone numbers
Fax numbers
Email address
Web Site address
Name of Head of Organization
Designation of Head of Organization
Head of Organization’s Mobile no.
Head of Organization’s Email Id
Name of the Contact Person
Contact Person’s designation
Contact Person’s Mobile no.
Contact Person’s Email Id
19
Form-4: Declaration as a Local Enterprise (to be submitted by Head of the Organization
on company letter head)
Ref: Date:
To
The Director
Scheduled Castes & Scheduled Tribes Research and Training Institute,
Bhubaneswar, Odisha
Sub: Declaration as a Local Enterprise in Odisha
Dear Sir,
With reference to your RFP Notice No __________________ dated ________________ on
the above mentioned subject, I, _________________________ (name) as
_______________________________ (designation) of _______________________ (name
of the organization) solemnly affirm as under.
1. That my organization _______________________ (name of organization) is registered in
Odisha having its registered office address at ______________________ (registered office
address).
2. That the total no of executive employees in my organization is _____ nos. of which ____
numbers of employees are domiciles of Odisha.
I am enclosing the following document in support of my declaration
Registration certificate/ Memorandum and Articles of Association/ DIC registration
indicating name and address of the Registered Office
The above declaration is true to the best of my knowledge and belief.
Yours Sincerely,
Name:
Designation (Head of the organization):
Contact No.:
Address:
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Form-5: Turnover & Net-worth statement (to be submitted on company letter head)
NB:
1. Auditor certified Turnover and net-worth Certificate in original to be submitted
2. Copy of the Balance sheet and P/L statement to be submitted
Form-6: Details of MIS/ GIS professionals available with the organization
NB: Copy of latest Provident Fund Statement indicating employee names to be submitted
Form-7: Important (top 5) GIS project Experiences in last 5 years (Each project to have a minimum value of Rs. 50.00 lakh)
NB: Copies of work order/ agreement indicating scope of work and value for each of the
above mentioned projects to be enclosed as attachments with attachment reference no
indicated in the above form
Sl. Financial Year Sales Turnover (in Rs.) Net Worth (in Rs.)
1. 2014-2015
2. 2015-2016
3. 2016-2017
Sl. Name Qualification Skill Set/ Proficiency
No. of years of experience
Sl. Work order/ agreement no and date
Name of Client Organization
Name of the Project
Value of Work (in
Rs.)
Reference of supporting work order
1
2
3
4
5
Total Value
21
Form-8: Important (top 5) GIS/ MIS project Experiences in Odisha in last 5 years (Each project to have a minimum value of Rs. 50.00 lakh)
NB: Copies of work order/ agreement indicating scope of work and value for each of the
above mentioned projects to be enclosed as attachments with attachment reference no
indicated in the above form
Form-9: Web based GIS project Experiences in past 5 years (Each project to have a minimum value of Rs. 50.00 lakh) Sl. Work order/
agreement no
and date
Name of Client
Organisation
Name of the
Project
Value of
Work (in
Rs.)
Reference of
supporting
work order
1
2
3
NB: Copies of work order/ agreement indicating scope of work and value for each of the
above mentioned projects to be enclosed as attachments, with attachment reference no
indicated in the above form
Form-10: Approach, Methodology & Work Plan to fulfill objectives of the assignment
as indicated in the RFP document (to be submitted on company letter head)
Sl. Work order/ agreement no and date
Name of Client Organization
Name of the Project
Value of Work (in
Rs.)
Reference of supporting work order
1
2
3
4
5
Total Value
22
Form-12: Price Bid (to be submitted on company letter head)
PRICE BID
Ref: Date:
To
The Director
Scheduled Castes & Scheduled Tribes Research and Training Institute,
Bhubaneswar, Odisha
Sub: Development of Web based GIS in Tribal Sub Plan Areas of Odisha (Infrastructure &
Other Interventions) for Scheduled Castes & Scheduled Tribes Research and Training
Institute, Bhubaneswar, Odisha – Submission of Price Bid
Total Cost in Words__________________________________________________________
NB: The Total Cost shall include all taxes except GST
Yours Sincerely,
<Signature of Authorised Signatory>
Name:
Designation:
Contact No.:
Address:
COMPANY SEAL
Sl.
Sl.
Description Amount (in Rs.)
1. Development of Geo-database of Scheduled Caste/ Scheduled
Tribe development infrastructures & Other interventions for all
TSP blocks in Odisha
2. Development of Web based GIS in Tribal Sub Plan Areas of
Odisha (Infrastructure & Other Interventions) (including
hosting and warranty maintenance for 1 year)
Total Cost